The following information was gathered from a Tech Talk conference presented by Indianapolis Center for Congregations’ (ICC) staff members Nancy Armstrong and Aaron Spiegel in Evansville, IN on March 5, 2008. (For more information on ICC go to www.centerforcongregations.org.)
The following four questions are addressed below:
Are there some basic things we need to know before introducing or expanding technology in our church?
What is included in technology planning?
Is there an order in which to do things?
What should we know before we purchase anything?
Are there some basic things we need to know before introducing or expanding technology in our church?
Yes, don’t proceed until you’ve discussed the following foundational philosophy set forth by ICC.
• Technology without an existing process won’t work. Once a process is in place, technology will help you manage it. You can’t fix bad processes with technology. People are the key to any process.
• You don’t want technology for technology’s sake.
• Technology is a means to the end of enabling congregations to spend more time doing what they do best—touching the lives of their congregants and communities.
• Technology planning must become part of a congregation’s culture. This is true for ANY size congregation. Planning includes a line item in the yearly budget for technology—every year.
What is included in technology planning?
1. Create a Technology Team
Included on the team should be:
• one (and only one) “techno-geek”
• representatives from all the church’s ministries
• one (and only one) finance team member
• a pastor
Look for some young people. Having them involved will be good for them the team!
2. Use Professional Help
Hiring a technology professional, from outside your congregation, will introduce an objective voice into the conversation. Professional help, used wisely and judiciously, will actually save money. The finance team member will like that!
3. Training, Training, Training
Include more training than you think you’ll need. Over-budget for training and make sure to include staff and volunteers.
4. Talk with Other Congregations
Find out what other congregations are doing and how successful they are at using hardware, software, consultants, and training venues. Also, be sure to talk with more than one person at the church—perspectives differ!
5. Buy Just What You Need
Don’t worry about technology advancing past you—it will! You don’t need all the latest things that game-players need. Computers are tools and a commodity (like tables and chairs). Current hardware and software will be useful for three to five years. Twenty to thirty percent of the total cost of owning a computer is the purchase price. The other 70% to 80% are operating costs (administration, maintenance, support). Most of the 70-80% comes after the third year—after the warranty expires.
Therefore, keep equipment no longer than three years. You’ll save money by getting rid of it sooner (3 years) rather than later (5 years). And most importantly: accept no donations! While the giver might have good intentions, donated equipment almost always causes more trouble than it’s worth.
6. Back-up Data
Get all your records on a computer and at least once a week back your data up.
Is there an order in which to do things?
Yes. It’s strongly recommended to implement technology into your church in the following order. To divert from this is risky. Each step is dependent upon the one(s) before it.
1. Administration which includes:
• standardization of office software
• training
• using network capabilities
• having backup systems in place
• security
2. Communication which includes:
• communication both internally and externally
• desktop publishing
• email and other internet-related modes of communication such as web-sites
3. Education which includes:
• a computer lab in your church for community use
• to serve the community that is underserved in other areas (such as libraries, schools)
• outreach/social action programs
• after-school programs
• training
• seniors
4. Worship
Yes, this is the last place to implement technology. Use it in worship only after the first three uses are working well as this increases the probability that it’ll also work well in worship.
What should we know before we purchase anything?
Software
• Microsoft Office Professional is strongly recommended. Ninety seven percent of computer users use Microsoft. It makes sense for churches to use what the majority uses.
• Office 2007 will soon be the only version that is supported.
• Look into Charity Open Licensing: http://www.microsoft.com/licensing/programs/open/opencharity.mspx
This is non-profit pricing and the savings are tremendous!
Hardware
• Buy business-class (not consumer-class) computers and hardware. You’ll get more for your money (remember only 20-30% of the cost is the purchase) and the warranties/training/service packages are so much better (the other 70-80%).
• It’s better to buy new than upgrade your existing hardware.
• Don’t buy from magazines, catalogs, etc. Just use them to research the cost of items
• Leasing doesn’t make sense for computers (maybe for copiers).
Operating Systems
• Windows XP is highly recommended. It’s been around for awhile and has a proven track record.
• Don’t get Vista if you don’t have to. While it has some neat features, it’s incompatibility with other hardware is a problem.
Network Basics
• Networking your equipment—so the parts can “talk” to each other—is essential.
• Get a “dedicated” (that’s its only function) server. Don’t have a server that is also someone’s computer. The best hook-up is peer-to-peer (rather than client-to-server).
• Use a networking box and wiring (vs. wireless) to network computers. Wireless is okay but isn’t as reliable. If you use wireless, it’s essential that it’s protected/secure so that it can only be accessed by those it should be accessed by. Wireless in a building has its uses but should not replace a wired network.
Installation and Start-up
• When the equipment arrives only have the “right” person open the box and only have the “right” person set it up. Doing it “right” the first time will—in the long run—save much frustration, time, and money.
• The “right” person might be an outside consultant. Remember, you get what you pay for. $85-$125 an hour is not unusual.
• Contact the online tech-support supplied by the company.
Training and Education
• Train everyone who will use the equipment—staff and volunteers. The equipment is only as good as the people who use it.
Training venues include:
o national firms (i.e.: Executrain, New Horizons) – training is consistent nation-wide
o local firms – training can be tailored to your situation
o on-site – often less expensive to bring a person in than to send your people out
o web-based – free and good!
o books, videos, CD-ROMs – such as “Dummy” series
Software Compliance
• It is absolutely necessary that you are in compliance with Business Software Alliance (BSA) restrictions. It’s the right thing to do! See www.bsa.org for compliance information.
• BSA has the power of the government behind it to insure compliance. It’s the smart thing to do! Fines for non-compliance are huge and jail time is possible. Churches are not exempt from compliance.
Congregation Management Software (CMS)
This includes:
• tracking/managing
• people - members/visitors
• attendance - worship/other events
• contributions or pledges - to any fund
• accounting
• resource calendar
• event registration/reservations
• volunteer and small groups
• communications
1) Software-based CMS
There are 75 current vendors of this kind of software. The Indianapolis Center for Congregations (ICC) has tested many of them and rates the following as their top choices:
• Servant Keeper (www.servantpc.com) - $500
• Logos Church Management System (www.logoslbe.com) - $2,500
• ACS Technologies (www.acstechnologies.com) – up to $10,000
2) Web-based CMS
This option is called Software as a Service (SAAS). ICC recommends FellowshipOne (www.fellowshiptech.com)
Advantages of an SAAS:
• accessible from any internet connection
• better links to congregation’s website
• lower hardware and network administration costs—this depends on what’s currently in place
• automatic updates, new versions, and backups
• possibly lower initial costs (i.e.: if new software isn’t needed; support costs are lower)
Disadvantages of an SAAS:
• church doesn’t “own” the software
• typically still runs slower than in-house
• usually not as feature-rich
• data not kept locally
• maybe less customizable
• since it’s new, vendors haven’t been tested long-term
Words of advice regarding the CMS
• choose one product for all the ways information will be managed—don’t have multiple tracking systems/data bases
• try it before you buy it
• talk to others who have used the product.
• CMS can have a financial component or it can be linked to another vendor such as Quicken/Quickbooks
• scheduling, inventory, etc. may be internal to CMS or provided by another vendor such Microsoft Access, EMS Lite, EventU
• training, training, training and continued technical support, including updates, are essential for success
